Long queues and frustrating check-in experiences can trigger stressful situations and can leave a lasting negative impression of your brand on attendees. Here are some actionable tips from the fielddrive team to wave goodbye to those frustrating moments and welcome a new era of seamless and efficient event check-ins.
Planning = Perfection
1. Send attendees an email with registration confirmation and check-in instructions, including a QR code or barcode for expedited check-in.
2. Open doors at an earlier time to accommodate early birds who arrive ahead of schedule.
3. Combine event check-in with hotel check-in by placing mobile kiosks in hotel lobbies for a convenient and crowd-free experience.
4. Spoil VIP attendees by arranging a butler delivery of badges to their hotel rooms.
5. Schedule sessions at intervals to avoid overcrowding during check-in, especially before keynote or star speakers.
Create a Welcoming, Efficient Space
1. Create an open-plan registration area with ample space for check-in and queuing.
2. Thoughtfully place check-in stations, badge printers, and seating to optimize attendee flow.
3. Designate a preparation zone where attendees can connect to WiFi and organize their documents without blocking queues.
4. Utilize "snake" queues or ropes to guide attendees and ensure a smooth flow.
5. Implement pictograms to provide clear instructions and direct attendees to the appropriate queues based on barcode or facial recognition check-in.
Set Up Clear Signage for Smooth Navigation
1. Use large signs, event maps, and informative posters throughout the registration area.
2. Extend signage throughout the venue to direct attendees to specific sessions and areas.
3. Be creative with floor stickers, arrows, and pictograms to enhance wayfinding and reduce the chances of attendees getting lost.
Speed Things Up
1. Offer expedited check-in using advanced kiosks that can process registrations in seconds.
2. Set up separate areas for distributing welcome bags, conference programs, and other materials to avoid congestion.
3. Utilize technology to provide real-time check-in updates and maintain accurate attendance records.
Give Them a Personalized Experience
1. Customize badges based on attendee information, including their meal preferences and session choices.
2. Include event details, WiFi passwords, and personalized agendas to enhance the attendee experience and provide relevant information.
Embrace Evolving Technology
1. Avoid pre-printed badges and opt for sustainable, on-demand badge printing to reduce wastage and reduce the need for single-use plastic.
2. Leverage cutting-edge technology such as facial recognition to make the process faster than ever (make sure it is fully secure and GDPR compliant).
We hope to see you implement some of these tips to create an event check-in experience that leaves a lasting positive impression on your attendees. Happy planning!
